Executive Assistant to Leaders | Multilingual & Proactive

Swift Staffing, Inc; Newton (NJ); On-site; USD 60,000 - 90,000; Full time

Job summary

Swift Staffing, Inc. is seeking an Executive Assistant to provide high-level administrative support to senior leadership, managing complex calendars, travel, and communications.

The role requires discretion, superb organizational skills, and proactive problem-solving in a fast-paced environment. The ideal candidate is bilingual, proficient in Microsoft Office, and able to handle confidential information while coordinating cross-departmental efforts and special projects to keep executives moving

Qualifications

• Proven experience as an Executive Assistant or in a similar administrative role.
• Strong proficiency in Microsoft Office Suite (Word, Excel) and data entry.
• Experience handling multi-line phone systems and customer support.
• Bilingual skills preferred for diverse clients.
• Excellent organizational and time-management abilities.
• Familiarity with QuickBooks or similar accounting software is a plus.
• Personal assistant or office experience emphasizing discretion.

Responsibilities

• Manage and coordinate complex calendars, appointments, and travel arrangements for executives with precision and attention to detail.
• Serve as the first point of contact for visitors, clients, and internal teams, demonstrating professional phone etiquette and customer service excellence.
• Prepare, review, and organize correspondence, reports, presentations, and other documents using Microsoft Office Suite including Word, Excel spreadsheets, and productivity software.
• Handle incoming calls via multi-line phone systems, prioritize messages, and direct inquiries efficiently.
• Maintain office supplies inventory, oversee clerical tasks such as data entry and file management, and ensure the office environment is organized and productive.
• Assist with project coordination by tracking deadlines, preparing meeting agendas, taking minutes, and following up on action items.
• Support executive team with personal assistance tasks as needed while maintaining confidentiality and discretion.

Skills

Bilingual

Organizational skills

Communication skills

Proactive problem-solving

Tools

Microsoft Office

QuickBooks

Job description

Swift Staffing, Inc. is seeking an Executive Assistant to provide high-level administrative support to senior leadership, managing complex calendars, travel, and communications.

The role requires discretion, superb organizational skills, and proactive problem-solving in a fast-paced environment. The ideal candidate is bilingual, proficient in Microsoft Office, and able to handle confidential information while coordinating cross-departmental efforts and special projects to keep executives moving